Posts Tagged ‘GDPR’

GDPR - General Data Protection Regulation comes into force in Europe from 25 May 2018. But what does it mean?

This is all about strengthening and unifying data protection for all individuals within the European Union (EU). It also addresses the export of personal data outside the EU, enforces penalties for breach and defines stronger conditions for consent. As a HR department, you’re storing personal data on your employees – and job vacancy candidates – so if you have staff in Europe, you have a legal responsibility for how you process this personal data.

The first steps are simple, but you need to be aware that what works for one organization might not necessarily be the same for you, but what is the same is that you need to ensure that you remain compliant. Without the necessary procedures in place can result in hefty fines.

What you need to ask yourself?
1. Have you correctly informed people why you are collecting data and what you are doing with it?
2. Do you have a process by which an individual can get access the personal data you store?
3. How do you provide employees with the right to be forgotten?
4. Are you using any automated tools for staff profiling and have you informed staff and provided them with a right to object?

When it comes to employee data, you need to balance the regulatory requirements to retain historical employee data for a period of time with the employee’s right to be forgotten. It’s important that you clearly define your policies and procedures, understand your regulatory requirements and select the technology solutions that best enable you to execute your policies.

The situation
A new company policy has come into force and you need all employees to understand what it is. Sending out an email may fall on deaf ears or just get lost in the 1 million other items an employee may have in their inbox. How do you know for sure, and accurately your message will be read? Or what happens when a new starter joins? They need to understand company procedures – do they have to read a lengthy paper brochure, which – they never end up getting to because other priorities take over?

Now there’s an easier way. We continually listen to our clients and understand what their unique requirements are, and constantly look at how our HR Management solution can help make their lives easier. And here’s how…

We have learnt that it’s important for organizations to be able to not only communicate effectively with their employees, but also have a record of who has, and who hasn’t received and read messages. Tools that can help track this information, and record data is a must have if you want to remain not only efficient, but compliant (especially if you’re an EU organization and complying with GDPR in the forthcoming months).

OrangeHRM provide an ‘acknowledgments’ tool that organizations can use to help record who is and who isn’t reading their communication. It’s as simple as a tick box, and automatically records this data into the system for employers to login and access quickly and easily when they are notified.

The importance of acknowledgments

Remain compliantFor organizations with staff in the EU, GDPR will be coming into force in 2018 (starting from 25th May 2018 to be precise). GDPR draws particular attention to the need to have employee consent for various aspects of data protection policies. Acknowledgments allow a quick and easy method to keep track of when employees have provided their consent with organizational policies and procedures.

Consistent and accurate communication
Organizations will be able to ensure messages are being read and that their workforce is all ‘on the same page’. Employers are also able to send specific messages to defined groups, such as individual departments, or groups of employees like new starters.

Simple, yet insightful reporting
The ability to access data quickly and easily is a must in any organization. Using acknowledgments mean the HR team can now report, for example, on the number of new starters that month who have read the company handbook and accepted the policies. It means organizations can be rest assured when it comes to audit time because these reports are easily accessible and exported when required.

How do you manage your communication and know that your messages are being read? Do you have a specific process in place? If you’re interested in learning more on how OrangeHRM can help you communicate effectively and remain compliant, talk to us or why not watch our video here on the Acknowledgment tool?